Classic V4 Incident Reporting Manual - myosh

Classic V4 Incident Reporting

Manual

myosh Classic V4 Incident Reporting Manual © Copyright 2018 NetSight Pty Ltd Page 2

Table of Contents Introduction ........................................................................................................... 4 Workflow ................................................................................................................ 4 Logging an Incident .............................................................................................. 5

Confidential Incidents .............................................................................................. 7 Completing the Incident Details Section .................................................................. 7

Creating an Incident Document ............................................................................ 8 Explanation ............................................................................................................. 8

Generic Questions ............................................................................................................ 8 Details....................................................................................................................... 8

Unique Questions for Incident Report Type .................................................................. 8 Injury Reports .................................................................................................................. 8 Environment................................................................................................................... 10 Equipment ..................................................................................................................... 11 Near Miss Incident ......................................................................................................... 12 Other Incidents .............................................................................................................. 12 Production Incidents ...................................................................................................... 12 Quality ........................................................................................................................... 13 Security Incidents .......................................................................................................... 14

Generic Components ..................................................................................................... 14 Supervisor ............................................................................................................. 14 Attachments .......................................................................................................... 14

Investigating/Analysing an Incident ....................................................................... 15 Explanation ..................................................................................................................... 15 Opening the Incident for Investigation and Analysis ................................................. 15 Classifying an Incident .................................................................................................. 16

Defining Incidents .......................................................................................................... 16 Changing an Incident Report Type ............................................................................... 17 Particulars of an Incident ............................................................................................... 18

Explanation .................................................................................................................... 18 Injury Incidents ............................................................................................................... 18

Environment Incidents ......................................................................................... 22 Equipment Incidents ............................................................................................ 22 Near Miss Incidents .............................................................................................. 22 Other Incidents ..................................................................................................... 22 Production Incidents ............................................................................................ 22 Quality ................................................................................................................... 22 Security Incidents ................................................................................................ 22

Investigation .................................................................................................................... 23 Details .............................................................................................................................. 23 Statements ...................................................................................................................... 23 Immediate Contributing Factors ................................................................................... 23 Root Causes .................................................................................................................... 24 Investigation Report ....................................................................................................... 25 Supervisor ....................................................................................................................... 26 Links ................................................................................................................................ 26

Associated Hazards ............................................................................................. 26 Associated Actions .............................................................................................. 27 Attachments .......................................................................................................... 27

Sign Off ............................................................................................................................ 27 Externally Reportable Incidents .................................................................................... 27 Approving Incident Notification to be forwarded onto External Authoriser ............ 28

Cloning an Incident (multiple injuries in the same incident) .................................... 29


Signing off an Incident ........................................................................................... 30 Re-opening a Closed Incident ............................................................................... 31 Searching for Incidents .......................................................................................... 31

Search Report ................................................................................................................. 31 Top Menu Bar – Searching, Filtering, Displaying ................................................... 33

My Incidents .................................................................................................................... 34 Active Incidents .............................................................................................................. 34 All Incidents .................................................................................................................... 34 Hours Worked ................................................................................................................. 34

Incident Audit Log .................................................................................................. 34


Introduction The Incident Reporting manual shows how each type of incident can be reported in myosh. There are different tasks that can be carried out by the different access levels, as shown in the below table.

Workflow

Incident Reporting Workflow Administrator Power User

User

Log An Incident ✓ ✓ ✓

Investigating an Incident ✓ ✓

Cloning an Incident ✓ ✓

Externally Reportable Decision Maker ✓ ✓

Signing Off an Incident ✓ ✓

Opening a Closed Incident ✓

Editing a Closed Incident ✓

Searching for Incidents ✓ ✓

Displaying Incidents ✓ ✓ ✓


The below is the actually workflow for a myosh incident.

Incident Status Description

New This is when the incident is first logged by a user or above access.

Open Once the incident has been classified by the Supervisor and the document has been updated the Incident becomes Open. A supervisor must have Power User or above access.

Pending Sign Off Once the incident has been fully investigated and completed the Supervisor nominates an Internal Authoriser and clicks on Sign Off. An Internal Authoriser must have Power User or above access. Note: The incident can be sent to Pending Sign Off even actions relating to the incident have not been completed.

Closed The Internal Authoriser signs off the incident once they are satisfied with the information and investigation recorded in the Incident.

There are two other Incident statuses which only come into play if the Incident needs to be Externally Reported. These are

• Pending External Authorisation – This status occurs when the incident has been classified and External Reportable is chosen and updated.

• Authorised Report – This status occurs once the External Authoriser has Authorised the incident to go ahead and be investigated.

Logging an Incident The following shows how to log an Incident document.

1. Log on to myosh

2. Click on Incident Reports

The following screen will display


Note: The Hierarchy fields of the document is auto populated from the person document belonging to person creating the document.

The Reporting Person and the Person Involved can be the same person; however the Supervisor and the Person Involved can’t be the same person.

3. Select from the dropdown lists

a. the Reporting Person

b. the Person Involved. if the involved person isn’t in the list click on Add New and a contact form will appear. Fill in the form and click on Submit.

4. Modify the Date Reported and Occur Dates if required

5. Select the time of the incident by clicking on the calendar clock icon (the field next to Occur Date)

6. Select the Site from the drop down list (the Site will be auto-populated with the created person’s details, however if this is incorrect change it)

7. Select the Location by using the name picker (the Location will be auto-populated with the created person’s details, however if this is incorrect change it)

8. Click in the Brief Description field and enter a one line description of the incident

9. Select whether a Third Party was involved, by clicking in the relevant radio button. If the answer is yes then once the “Next” button is clicked a section will be displayed for contact information to be entered, as per the below screen.

10. Click on the Type of Report drop down list and select the required report type.

11. Select by clicking in the tick box if the incident is Non Work Related

12. Click in the Confidential box if the incident is confidential.


Confidential Incidents

To be able to have Confidential Incidents, the myosh Administrator has to nominate the Confidential Incident Supervisors in the myosh Incident Keyword section. Once they have been nominated the confidential check box will appear at the bottom of the Incident Details Section. The type of incidents that would be recorded as confidential are, but not limited to,

• Workplace Violence

• Aggression

• Bullying

• Stress in the Workplace

• Sexual Harassment. Once a Confidential incident has been submitted, only the Confidential Supervisors will be notified to investigate and analyse. To mark an incident as confidential, click in the checkbox next to Confidential. If the Confidential option is not available in the incident document, please consult the myosh administrator who can ensure that it is placed as an option.

Note: Confidential incidents cannot be viewed by Administrators unless they are a nominated confidential monitor.

Completing the Incident Details Section

13. Click on the button.

Note – Once you click on the next button the remainder of the fields will display. The type of report selected will determine the fields that will be displayed. For example, Environment reports will have fields requesting information about flora and fauna.


Creating an Incident Document

Explanation

Creating an Incident Document can be carried out by any access level except for none. There are parts of the form that are relative to all incidents as well as unique to the reporting type, as shown below.

Generic Questions

Details

1. Enter the details of the Incident.

2. Enter the Immediate/Temporary Controls. These controls are what were put in place to ensure another incident doesn’t occur.

3. Select the Witnesses from the name picker (If the Witness isn’t in the list, contact the myosh Administrator for assistance)

4. Enter the Witnesses External

Unique Questions for Incident Report Type

Injury Reports

To create an Injury Incident Document

1. On Incident front page under Incident Details, Select the Report Type “Injury”.

2. Click on next, and the details section as shown above will appear. Complete this section.


Details of the Injury or Disease

3. Select the Nature of Injury from the drop down list

4. Click in the tick boxes next to which part of the body was injured.

Description of Occurrence of Injury or Disease

5. Answer the question “In which part of the workplace did the injury or disease exposure occur?” by entering the exact location of the incident.

6. Answer the question “What was Person Involved doing at the time?” by entering the activity they were undertaking at the time of the incident. The answer needs to be specific.

7. Answer the question “What happened unexpectedly?” by entering what actually took place that caused the incident.

8. Answer the question “How exactly was the injury or disease sustained?” by entering how the person was injured.

9. Complete the Supervisor and Attachments sections as shown in Generic Components.


Environment

To create an Environment Incident Document

1. On Incident front page under Incident Details, Select the Report Type “Environment”.


Particulars

3. Enter what the worker was doing at the time

4. Select by clicking in the tick box,

a. Areas Affected

b. Spill or loss of

c. Caused by

5. Enter the Other Loss or Damage

6. Answer the question “Did this situation have the potential to harm Personnel?” by clicking in the relevant radio button (circle)



Equipment

To create an Equipment Incident Document:

1. On Incident front page under Incident Details, Select the Report Type “Equipment”.


Equipment Details

3. Select the type of equipment by clicking in the relevant radio button (circle)

4. Enter the other details of the equipment

Particulars

5. Enter the details of what task was being performed at the time of the incident

6. Answer the questions about the incident by clicking in the relevant radio button (circle)

7. Enter the details of the Police details if it was reported

8. Enter the Damage to the vehicle and other Loss or Damage.

9. Click in the relevant radio button to answer the following questions:

a. Did this situation have the potential to harm Personnel?

b. Did this situation have the potential to harm the Environment?



Near Miss Incident

To create a Near Miss Incident Document:

1. On Incident front page under Incident Details, Select the Report Type “Near Miss”.


3. Answer the question “In which part of the workplace did the incident occur?

4. Answer the question “What was the worker doing at the time?” by entering the activity they were undertaking at the time of the near miss. The answer needs to be specific.

5. Answer the question “What happened unexpectedly?” by entering what actually took place that caused the near miss.


Other Incidents

To create any Other Incident Documents:

1. On Incident front page under Incident Details, Select the Report Type “Other”.


Specifics

3. Enter the Task that was performed at the time.

4. Answer the question “Was the activity part of normal duties” by clicking in relevant radio button (circle)

5. Enter any Other Loss or Damage





Production Incidents

To create a Production Incident Document:


1. On Incident front page under Incident Details, Select the Report Type “Production”.



4. Enter the Apparatus that was involved in the incident.






Quality

To create a Quality Incident Document:

1. On Incident front page under Incident Details, Select the Report Type “Quality”.


Specifics

3. Enter:

a. Project #

b. Description

c. Root Cause


Proposed Corrective Preventive Action

4. Enter the Action Proposed


Security Incidents

To create a Security Incident Document:

1. On Incident front page under Incident Details, Select the Report Type “Security”.



4. Enter the Security Area Breached


6. Answer the question “Did this situation have the potential to harm Personnel?” by clicking in the relevant radio button.


Generic Components

Supervisor

1. Select the Supervisor who will need to investigate the incident. If unsure of who the

Supervisor should be consult the OHS representative or select the most appropriate alternative to the best of your knowledge.

Note: The Supervisor cannot be the same as the Person Involved in the incident

Attachments


2. Click on the browse button and the Windows Explorer window will be displayed. Select the file to attach and click ok. A link to the file will appear in the box, once Submit is clicked on, the file will be transferred to the myosh server.

3. Click on Submit. myosh will ask if the incident is ready to be submitted, if so click on ok.

The incident report has now been logged and emailed through to the supervisor to classify, analyse and identify hazards and corrective actions to prevent future incidents from occurring. Note: On the top menu there is an option to either “Save” or “Submit” the incident report. If “Save” is clicked on then the Incident report is saved. Once saved if “Exit” is clicked on the Incident will appear as a draft under the section called “My Incidents”. However if “Submit” is clicked on the incident report becomes open and email is sent to the Supervisor to begin investigating and analysing the incident.

Investigating/Analysing an Incident

Explanation

Investigating/Assessing Incident Documents myosh advises that anyone who is conducting an incident investigation should have had prior training in incident investigation techniques by a reputable training provider. Once an incident has been reported/logged, an email is sent to the selected supervisor containing a link to the incident. The supervisor will then need to classify and investigate the incident. As a result of this process, hazards and actions may be identified and links mailed to people responsible for managing those actions and hazards.

Opening the Incident for Investigation and Analysis

To complete the incident investigation and analysis:

1. Open the mail

2. Click on the title link within the mail to the incident


3. Log on to myosh using username and password and the incident will be displayed

4. Click on the Edit button to begin investigation and analysis.

Classifying an Incident

There are two sections to Classification, they are:

• Incident Details – These details are already in the document from when it was logged, except for the Division and Internal Reference Number fields. Select the Division from the drop down list and enter the Internal Reference Number. Then review and make any necessary changes

• Define Incident – Is a new section that needs to be completed.

Defining Incidents

To define an incident:

1. Select the required Classification from the drop down list

2. Select if the incident is non work related by clicking in the tick box.

3. Select if the incident is Confidential, by clicking in the tick box.

4. To determine the category of the incident, click on next to the Incident Category.

The Risk Matrix will appear.

Note: The above matrix may vary from installation to installation. Whilst this is the Risk Matrix it is also used for incidents. The difference is for the Risks the numbers on the matrix are used to determine the rating, whereas for an incident the colours are used to identify the category. To see what each square represents hover the mouse over the square and the details will appear below the matrix.


5. Click on the required square to determine the incident category

6. Some incidents are externally reportable. Click on the next to the question - Externally Reportable to determine if is externally reportable. If still in doubt ask the safety officer. Click in the relevant radio button (circle) to indicate if the incident is External reportable. (See the section on External Reportable for Workflow)

7. Click on the Refresh button.

8. myosh will advise the form will change, click on Ok.

Note: There are several actions that take place when the Refresh button is clicked on, they are as follow:

• The form is refreshed and the Classification section of the form is locked down.

• The form expands to incorporate the relevant investigation questions

• Notifications are sent out to the nominated people in the site document for that particular incident type.

• The incident status is changed to Open.

If there has been an error made in the Classification Section of the document, it can be edited by clicking on Edit button, as shown below.

Changing an Incident Report Type

When investigating and analysing an open incident, if it is found that the Incident Report Type has been incorrectly classified, then it can be changed by;

1. Navigating to the Incident Classification section of the document

2. Click on the <change classification> drop down list

3. Select the appropriate Incident Classification

4. Confirm the change by clicking on the Yes button in the dialog box that appears


Note: If a closed Incident’s Report Type needs to be changed, the myosh Administrator is the only that can conduct this task.

Particulars of an Incident

Explanation

The Particular section in the Incident document changes once classification has been made for the incident.

Injury Incidents

There is a section that is the same for all Injury Incidents and a section for only Lost Time and Restricted Work Incidents, as shown below.

All Injury Incidents

There are a number of additional sections that are added to the Particulars section once the refresh button has been clicked on, as shown below:

Personal Details of the Injured Person

1. Complete the Personal Details of the Injured worker.

Basis of Employment

2. Select the Starting Time from the drop down list

3. Select the Shift Arrangement by clicking in the relevant radio button.

Job Details

4. Complete the Job Details. Note the Main Tasks are the tasks the worker involved in the incident would carry out on a regular basis.

Details of the injury or disease

This section hasn’t changed, therefore revise the information to ensure it is correct.

Description of Occurrence of Injury of disease


In this section of the document, there are three additional fields to fill in as shown below:

5. Select the Mechanism of Injury – Mechanism of Injury is the action, exposure or event which is the direct cause of the most serious injury or disease

6. Select the Breakdown Agency – The thing that caused the incident in the first place

7. Select the Agency of Injury – Thing that they landed on.

An example of how the Mechanism of Injury, Breakdown Agency and Agency of Injury might be used is in the following example. A person is working on some scaffolding. The scaffolding collapses causing him to fall. He falls and injures himself when he lands on the concrete floor. In this instance: The Mechanism of Injury is Falls from a Height. The Breakdown Agency is the collapsing of the Scaffolding. The Agency of Injury is the concrete floor that caused the injury. The keywords for both the Breakdown Agency and the Agency of Injury are the same and are non-specific. This can be confusing but if more specific values are required, they can be managed by the myosh Administrator.

Injury Incidents – Lost Time (LTI) and Restricted Work Injury (RWI)

Explanation

The Incident is classified during the initial investigation and once the Refresh button is pressed an email is sent to those employees who have been configured to manage the Lost Time/Restricted Work Injury section of the Incident. These employees are configured by an Administrator in the Incident Reporting keywords.


The employees that are highlighted in blue in the text box are those who can complete the Lost Time/Restricted Work Injury Section. Note: If this section is not completed by one of the configured employees, the LTI or RWI Incident cannot be closed. The buttons that close an incident are only visible after the LTI/RWI section is completed. There are two extra sections to be completed for Lost Time and Restricted Work Injury incidents. They are:

• Lost Time Injury or Disease

• Outcome of Injury or Disease Below is how to complete these sections.

1. Enter the Preferred Language

2. Select the Type of Employee from the drop down list

3. Select the Basis of Employment by clicking in the relevant Radio Button (Circle)

4. Enter the Years and Month Experience in the particular task that was carried out at the time of the incident.


5. Select if Rehabilitation is required by clicking in the Radio Button (Circle)

6. Select the Rehabilitation Commencement Date (if required)

7. Select if a Serious Bodily Injury occurred by clicking in the relevant Radio Button (Circle)

8. Select if the Injury was fatal by clicking in the relevant Radio Button (Circle)

9. Select the dates the injured person didn’t attend a full shift of work. To do this click on . The screen below will appear.

10. Click on the relevant date, if there is more than on hold down CTRL key and click, then select relevant button.

11. Click on Ok.

Note: If you cannot see any dates available, it is because the date of the incident is set to today and no Full Shifts have yet been recorded. If the Incident occurred earlier, you will need to change the date. Myosh calculates the shift lost as they are entered into the system.

12. Select the Resumption of work, Permanent Alternative Duties and Normal Duties dates using the Calendar logo

13. Select if the Shifts Lost has been finalised by clicking in the relevant Radio Button (Circle)

14. To complete the Lost Time Injury section you will need to select “Yes” on the field below.

Note: The section for the Restricted Injuries is slightly different to the Lost Time Injuries. See Below.


• No question re fatality

• Full Shifts Lost is known as Restricted work dates

This section of the document is completed when the information becomes available. Once the document has been completed click on Save/Exit or Submit then the Full Days Lost is calculated.

Environment Incidents

The Particulars section for Environment Incidents contains the same questions as when the incident was logged. Review these answers as part of the investigation and adjust where necessary.

Equipment Incidents

There are two section under the Particulars section for Equipment Incidents. These contain the same questions as when the incident was logged. Review these answers as part of the investigation and adjust where necessary.

Near Miss Incidents

The Particulars section for Near Miss Incidents contains the same questions as when the incident was logged. Review these answers as part of the investigation and adjust where necessary.

Other Incidents

The Particulars section for Other Incidents contains the same questions as when the incident was logged. Review these answers as part of the investigation and adjust where necessary.

Production Incidents

The Particulars section for Production Incidents contains the same questions as when the incident was logged. Review these answers as part of the investigation and adjust where necessary.

Quality

The Particulars section for Quality Incidents contains the same questions as when the incident was logged and an additional two sections as shown below. Review the information recorded and complete the new information.

1. Select the Root Cause Analysis by clicking in the tick boxes

2. Enter the Corrective Action Taken.

Security Incidents

The Particulars section for Security Incidents contains the same questions as when the incident was logged. Review these answers as part of the investigation and adjust where necessary.


Investigation

The Investigation section captures the following incident information:

• Details

• Statements

• Immediate Contributing Factors

• Root Causes

• Investigation Report

• Supervisor. The investigation section is the same for all incident types.

Details

The Details section information was entered in at the time of creating the Incident document. Therefore, this section just needs reviewing and updating with any further information found in the investigation.

Statements

The Statements section is a new section that needs to be filled out by the person investigating the incident, as shown below.

1. Enter the Sequence of Events – what happened before, during and after.

2. If the Witness Statements received are hand written and signed, a suggestion is to scan them in and use the attachments option at the bottom of the document. Then put a note in the Witness Statements section saying “See attached documents”.

Immediate Contributing Factors

There are two sections to the Immediate Contributing Factors section:

• Substandard Conditions

• Substandard Acts/Practices.


To complete the Immediate Contributing Factors section:

1. Identify and select by clicking in the check box the immediate contributing factors

2. Enter the details as to why these immediate contributing factors were chosen.

Note: It is important the details match up with the immediate contributing factors. This area could be looked at in the future for legal investigations.

If there is a relevant Immediate Contributing Factor that isn’t available on the list, consult the myosh Administrator for assistance.

Root Causes

There are four sections to the Root Causes section:

• Job/System Factors

• Personal Factors

• Type of Contact

• Contact With


To complete the Root Causes section:

3. Identify and select by clicking in the check box the Root Causes

4. Enter the details as to why these root causes were chosen.

Note: It is important the details match up with the root causes. This area could be looked at in the future for legal reasons for evidence.

If there is a relevant Root Cause that isn’t available on the list, consult the myosh Administrator for assistance.

Investigation Report

The Investigation Report contains the recorded:

• control strategy

• recommendations for ensuring the incident doesn’t occur again

• estimated cost to implement the recommendations.


5. Select the Control Strategy by clicking in the relevant tick boxes.

6. Enter the Recommendations and Estimated Costs.

Supervisor

The Supervisor field is completed at the time of creating the Incident document. This can be updated if necessary. If the relevant Supervisor isn’t in the list, consult the myosh Administrator.

Links

In Links there are three different types of information that can be attached, they are:

• Associated Hazards

• Associated Actions

• Attachments - Documents.

Associated Hazards

There are two options for Associated Hazards: Select Hazards Click on the “Select Hazards” button and a page will open displaying all Hazards in the system. Simply click in the check box of any relevant Hazards and click on “Submit”. Any Hazards chosen will be displayed under this section. Log Hazard Click on the “Log Hazard” button and a new Hazard document will be displayed. See the section about how to log a hazard. These Hazards are saved in the Hazard database and will also be visible under this section. Note: Within the Hazards that are linked to an incident, the details of the incident will appear in the bottom section of the hazard under the Associated Incidents section.


Associated Actions

To create an action in relation to the Incident, click on the “Create Action” button and a new Action document will be displayed. See the section about how to Log an Action. These Actions are saved in the Actions Database and will also be visible under this section. Note: Within the Actions that are linked to an incident, the details of the incident will appear in the bottom section of the Action under the Associated Application section.

Attachments

The Attachment section is where relevant documents can be uploaded. Click on browse, select from the Explorer screen the relevant file and click ok. The file location will appear in the text box and once the Incident has been submitted the document will be uploaded to the myosh server. This can be used for photos, witness statements, plans, legislation and basically anything that has assisted in the investigation of the incident.

Sign Off

Once the incident document has been analysed, investigated, reviewed and the all the information has been recorded in the incident document the next step is to submit the document for Sign Off by the Internal Authoriser. The incident can only be Submitted for sign off if there is no need to advise the External Parties.

To submit the incident document for sign off:

1. Select the relevant Internal Authoriser

2. Click on Submit for Sign Off

This will notify the Internal Authorisor that the Report is complete and Request that it be closed. The Report will be displayed under the “Pending Signoff” status. Note: If the relevant Internal Authoriser isn’t in the list, consult the myosh Administrator.

Externally Reportable Incidents

Externally Reportable Incidents result in a slightly different workflow to other incident reports.

1. To ensure that the Incident is externally reportable, click in the radio button next to Yes, as shown below.


2. Click on the Refresh button and the form will expand with a series of fields to be completed. The fields to be completed will vary depending upon the type of incident, the classification and the category previously selected.

Upon clicking on Refresh, the following screen will be displayed.

3. Click in the relevant checkboxes to select the External Bodies that need to notified of the incident.

4. Select the External Authoriser from the drop down list.

5. Click on button to submit the Incident document. This will notify the External Authorisor that incident document contains reportable injuries and request permission to report externally.

NOTE: Externally Reportable does NOT mean that the reports is sent to someone outside the company. It is sent to someone within the company who can decide when to report the incident to an external (usually government) authority.

The report will be found in the Incident views with a status of “Pending External Authorisation”

Approving Incident Notification to be forwarded onto External Authoriser

The Incident cannot be progressed any further until the External Authoriser has decided whether or not to Approve or Decline the opportunity to notify an outside authority. The External Authoriser is sent an email with the link to the incident needing approval, as shown below.

1. Open the email and click on link

2. Log into myosh and the incident needing approval will be displayed.

3. Click on the Edit button

4. Scroll down the Classification section of the document to External Authorisation.


5. Enter comments, about the decision being made, into the text field.

6. Click the appropriate button to Approve or Decline the External Authorisation.

Once the External Authoriser has completed this section, the incident can progress as usual.

Cloning an Incident (multiple injuries in the same incident)

An incident can involve more than one person or include both people and equipment. As an example, a truck with two people onboard (the driver and a passenger) might crash. In such an instance, there will be potentially two different injury types sustained by the passengers (driver might break a leg and passenger might have superficial cuts and bruises) and there will be vehicle damage. Each of these incidents needs to be investigated separately and categorised individually so that any reports in the future capture the information about the various incident types. In order to do this efficiently:

1. Create an Incident report for the most significant incident.

2. Save or Submit the document to a supervisor for investigation.

3. Open the original document click on “Edit”

4. Click on the “Clone Report” button.

This will create a cloned (copied) document with the basic information about the incident already available.

5. Enter the information about the new incident and investigate as per normal for that incident type.

6. Once the Cloned document is submitted, both it and the original Incident Report will have a unique Clone Number added

To see the incidents that have been cloned,

1. On the top menu click on


2. Select Clone and Clone Off by clicking in the tick boxes.

These two columns will appear on the front page.

Signing off an Incident

The internal authoriser will receive a mail notification requesting sign off To sign off an incident;

1. Click on the Title link and the user will be prompted to login with their user name and password

2. Click on the Edit Button

3. Scroll through the incident and review all details. At the bottom of the incident report the following section will display

As the Internal Authoriser there are three options:

Option Description

Sign Off Report This will close the incident. It is ok to close an incident even when there are still Hazards and Actions outstanding for the incident. The incident will now appear under the search option “All By” “Status” “Closed”

Refer Report This is used if someone else needs to look over the incident investigation prior to being signed off. Select the “Refer To” person by choosing them from the drop down list and click on Refer Report. The Incident document will remain in the Pending Sign off Section.

Reopen Report This is used if the Internal Authoriser believes further investigation needs to be done on the incident.


Click on “Reopen Report” and an email will be sent to the person who conducted the investigation requesting they further review the incident report.

4. Click on the relevant button.

Re-opening a Closed Incident

A closed Incident can only be re-opened by an administrator. All changes made will be added to audit log. Consult the myosh Administrator should an incident need to be reopened.

Searching for Incidents

There are numerous ways to find Incidents, they are:

• Search Report

• Top Menu Bar – Searching, Filtering Sorting

• My Incidents

• Active Incidents

• All Incidents

• Hours Worked

Search Report

Use the Search Report option, to find Incidents with specific criteria.

1. Click on Search Report on the navigation panel

2. Click on and the following screen will be displayed


3. Enter the Search Criteria: Either select from the drop down lists or enter information

into the text fields or click into the radio buttons (circles) or use the name picker to choose.

NOTE: The “Brief Description” field is NOT a brief description of the Search Document that is being created. This is where a word is entered that is to be found in the Brief Description fields of the Incident that is being searched for.

The next step of the process is to consider and select the Report Output.

4. Enter Template Name.

5. Select the Available fields by clicking on them, for multiple selections hold down the CTRL key and click on them.

6. Once highlighted click on the relevant arrow – as explained above.

Report Output Component Description

Template Name If this is a report that will be run on a regular basis it can be saved as template by entering a name in this field.

Available Fields Fields that are available to be included in the report

Output Fields that will be displayed in the report

Transfer highlighted fields from Available Fields to Output Transfer all fields from Available Fields to Output Transfer highlighted fields from Output to Available Fields Transfer all fields from Output to Available Fields

By highlighting a field and clicking on these buttons it will change the order of the report. Ie Click on up and the field will appear above the one it was below. Click on down and the field will appear below the one it was above.

Extract to Excel This extracts the report to Excel. The matrix can only be extracted when the Show Dates button is ticked.

Add Footer This adds to the footer of the report the search criteria.


7. Change the order by using the up and down buttons.

8. Click on Submit.

Note: By including the Incident Number in the report, the number becomes a hyperlink back to the original document.

The returned report will be displayed as below. Note: If the returned result isn’t what was required, click on the “Exit” button and update the search criteria and output then resubmit. The report can also be printed by clicking on “Print”.

Top Menu Bar – Searching, Filtering, Displaying

In the display options the top menu bar can be used to search, filter and display different incidents, as shown below:

• Search – Type in what you are looking for and myosh will display relevant answers

• Cols – when clicked on this will give a list of columns that can be displayed. Click in the tick box next to fields to be displayed.

• Rows – when clicked on the number of rows to be displayed can be chosen at the bottom right hand side of the page there is a section where the page can be chosen.

• Print – This allows the page to be printed

• Export – This allows the information being displayed to be exported to Excel and PDF (A4, and A3) and it also can be copied.

• Toggle – This is used to toggle the screen from being one screen to being a screen split in two.

• Triangle (up and down) these are used to sort the columns in ascending and descending.

• these are used to filter the data. Click on the arrow and select the data criteria that is needed to be displayed.

The order of these columns can be changed by Clicking on the column and dragging it and dropping it in the relevant position.


My Incidents

The My Incident display option, displays the logged in users Incidents. To display My Incidents, click on the My Incidents tab on the navigation panel.

Active Incidents

The Active Incidents display option, allows Active Incidents to be displayed in a certain order. To display Active Incidents, click on the “Active Incidents” on the navigation panel.

All Incidents

The All Incident display option, allows all Incidents (both open and closed) to be displayed in a certain order. To display All Incidents, click on “All Incidents” on the navigation panel.

Hours Worked

Power Users are only able to view the Hours Worked displayed in different ways as per the option in the navigation panel. The myosh Administrator is responsible for recording the Hours Worked. To display Hours Worked, click on the relevant criteria under the “Hours Worked” Heading.

Incident Audit Log

Every Incident created has an Audit Log. The Audit Log consists of a list of changes that have been made to the incident, the date and time and whom the changes were made by. This is particular useful when tracking where an incident is up to.


To access the Incident Audit log:

1. Open the Incident

2. Click on Audit Log button, found on the top menu and the audit log will be displayed. It will look similar to the below:


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